Records Policy
The College’s policy regarding student records is intended to comply fully with the Family Educational Rights and Privacy Act of 1974. This Act was designed to protect the privacy of educational records, to establish the right of students to inspect and review their educational records, and to provide guidelines for correction of inaccurate or misleading data or information. An “eligible student” under FERPA is a student who is 18 years of age or older or who attends a post secondary institution at any age. Students also have the right to file complaints with the Family Educational Rights and Privacy Act Office, U.S. Department of Education, 400 Maryland Ave. S.W., Washington, DC 20202-5920, concerning the alleged failures of Black Hawk College to comply with the Act.
In order to inspect and review a Black Hawk College student record under FERPA, students must submit a written request to the Registrar, identifying the record(s) they wish to inspect. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. The day for inspection and review of the student records will occur within 45 days of the day Black Hawk College receives a request for access. If the records are not maintained within the Registrar’s department areas, the Registrar will facilitate the access to the requested records.
Students who wish to exercise their right to request an amendment of a student’s educational record that the student believes to be inaccurate, misleading, or otherwise in violation of the student’s privacy rights under FERPA may proceed as follows:
- Students should write to the Registrar, clearly identifying the part of the record they want changed, and specify why it should be changed.
- If Black Hawk College does not amend the record as requested, the Registrar will notify the student in writing of the decision and advise the students of their right to a hearing regarding the request for an amendment. Additional information regarding hearing procedures will be provided to the student when notified of the right to a hearing. If, as a result of the hearing, Black Hawk College decides that the information in the education record is not inaccurate, misleading, or otherwise in violation of the privacy rights of the student, the student will be afforded the opportunity to place with the education record a statement commenting on the contested information in the record and/or statement setting forth any reason for disagreeing with the decision of the hearing. The statement placed in the education record by the student will be maintained with the contested part of the record for as long as the record is maintained. When the related record is disclosed to a third party, the record will include the statement filed by the student.
Students have the right to provide written consent prior to disclosures of personally identifiable information (non-directory information) contained in the student’s education records, except to the extent that FERPA authorizes disclosure without consent.
Black Hawk College designates the following categories of student information as public or “directory information”: legal name, address, telephone listing, college-issued e-mail addresses, major field of study, full-time or part-time enrollment status, photograph, participation in officially recognized activities and sports, weight and height of members of athletic teams, dates of attendance, degrees and awards received, and the most recent previous educational agency or institution attended by the student.
Directory information may be disclosed by the institution for any purpose at its discretion under § 99.37. (§ 99.31(a)(11)). However, currently enrolled students may withhold disclosure of all information by submitting a Request to Prevent Disclosure of Directory Information to Enrollment Services. This means that any loan company or prospective employer who may inquire about students will be told that we have no record of attendance at BHC, and students will not be listed in any honors, graduation, or other recognitions submitted to the press or available to the public. Request for non-disclosure will remain in force until the student terminates the request by submitting a Revocation of Request to Prevent Disclosure of Directory Information to Enrollment Services.
Students may authorize a parent, guardian, or other person and/or entity to access their non-directory information. To do so, they should submit an Authorization to Release Student Records form to Enrollment Services. The release remains in effect until the student requests termination of this release by signed request. All forms are available in Enrollment Services.
An exception permitting disclosure without consent is disclosure to school officials with legitimate educational interests. A school official has a legitimate educational interest if the official needs to review an education record in order to fulfill his or her professional responsibilities for Black Hawk College provided that the conditions listed in § 99.31(a)(1)(i)(B)(1) - (a)(1)(i)(B)(3) are met. (§ 99.31(a)(1)). Additionally, upon request, Black Hawk College may disclose education records without consent in the following circumstances, if the disclosure meets certain conditions found in § 99.31 of the FERPA regulations:
- To officials of another school in which a student seeks or intends to enroll, or is already enrolled so long as the disclosure is for purposes related to the student’s enrollment or transfer, subject to the requirements of § 99.34. (§ 99.31(a)(2))..
- In connection with financial aid for which the student has applied or which the student has received, if the information is necessary to determine eligibility for the aid, determine the amount of aid, or enforce the terms and conditions the aid. (§ 99.31(a)(4))
- To parents in the following circumstances:
- When a student is dependent as defined in Section 152 of the Internal Revenue Code of 1986; or
- The disclosure is in connection with a health or safety emergency.
- When the student’s violation of any Federal, State, or local law, or of any rule or policy of the school, governing the use or possession of alcohol or a controlled substance if the school determines the student committed a disciplinary violation and the student is under the age of 21. (§99.31(a)(15))
- To protect the health or safety of the student or other individuals in an emergency.
- To organizations conducting studies for, or on behalf of, the school, in order to: (a) develop, validate, or administer predictive tests; (b) administer student aid programs; or (c) improve instruction. (§ 99.31(a)(6))
- To accrediting organizations to carry out their accrediting functions. (§ 99.31(a)(7))
- To comply with a judicial order or lawfully issued subpoena.
- To authorized representatives of the U.S. Comptroller General, the U.S. Attorney General, the U.S. Secretary of Education, or state and local educational authorities, such as a state postsecondary authority that is responsible for supervising the College’s state-supported education programs. Disclosures under this provision may be made, subject to the requirements of §99.35, in connection with an audit or evaluation of Federal- or State- supported education programs, or for the enforcement of or compliance with Federal legal requirements that relate to those programs. These entities may make further disclosures of personally identifiable information to outside entities that are designated by them as their authorized representatives to conduct any audit, evaluation, or enforcement or compliance activity on their behalf. (§§ 99.31(a)(3) and 99.35)
Except for disclosures to school officials, disclosures related to some judicial orders or lawfully issued subpoenas, disclosures of directory information, and disclosures to the student, § 99.32 of FERPA regulations requires the institution to record the disclosure. Eligible students have a right to inspect and review the record of their disclosures.
Questions concerning the Family Educational Rights and Privacy Act may be referred to Enrollment Services.
Transcripts
Official BHC transcripts should be ordered online at www.bhc.edu/transcript. An electronic signature using your mouse and a processing fee are required. Transcript orders are not accepted by phone.
Transcript requests are usually processed within one to two business days. The student is responsible for ensuring that the delivery method selected meets the needs of the receiving institution. Official transcripts are sent through the US Postal Service. Black Hawk College does not send transcripts by fax. Unofficial transcripts may be accessed in the student records area of myBHC in Degree Audit, and by request at registrar@bhc.edu. Please allow adequate time for the receipt, processing and delivery of the transcript order.
Social Security Numbers
Black Hawk College is required to provide accurate student taxpayer identification numbers on Form 1098-T to meet the requirements of the Internal Revenue Code. Students who provide an incorrect number upon admission or do not wish to provide a taxpayer identification number, may be subject to an IRS fine of $50. In addition, students may be ineligible for certain education tax benefits. Students who are foreign national/nonresident alien and do not have a Social Security Number, and do not plan to file an income tax return in the U.S., may be asked to confirm this information by signing a Substitute Form W-9S Form to avoid any penalties.
Change of Student Name or Address
It is the responsibility of the student to notify Enrollment Services in writing of a change in legal name, address, telephone number and any other records. To update a name, students may complete a Student Change of Name form and return it to Enrollment Services. Students may provide a preferred name, which will not be visible on the official student record (class schedule, faculty course roster, transcript, etc.). To update an address, students may complete a Student Change of Address form and return it to Enrollment Services. Additional documentation such as a marriage license may be required in the case of a name change, or residency documents for a move in or out of district.
Denial of Enrollment
Students with past-due accounts with the College may not register for classes.
Transcript Retention
Transcripts submitted by individuals who do not enroll at Black Hawk College will remain on file three years after receipt.
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